Woodrow Apartments Policies & Procedures Handbook 2015-2016
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Woodrow Apartments
Policies & Procedures Handbook
2015-2016
POLICIES AND PROCEDURES
HANDBOOK
Thank you for selecting a Management Services Corporation property as your new
home! We are very pleased you will be living with us. We hope that the information
provided here will be helpful to you as you enjoy your new surroundings. Please
remember the policies contained in the manual are part of your Lease Agreement and
should be reviewed carefully.
We welcome any questions you may have regarding this manual and ask that you direct
questions or concerns to your Property Manager who is eager to serve you.
As a Resident of a Virginia rental property you are required to abide by the provisions of
each of the following:
a. The Virginia Residential Landlord Tenant Act
b. The Lease signed with the management company
c. The policies and regulations governing your property as stated herein
(Policies are subject to change. If change occurs, written notice will be delivered to
you.)
Policies and Regulations are made for your protection, to assist you in avoiding charges
and penalties, and to continue to make your property attractive and comfortable.
Si usted no entiende Inglés, entonces usted debe encontrar alguien traducir este
documento para usted.
Muchas Gracias
EHO
1Table of Contents
Main Office and Maintenance Phone Numbers ........................ 3
Rent .............................................................................................. 4-5
Emergency Service ..…..…………………………………………… 6
Renters Insurance ..………………………………………………… 7
Conduct and Noise Complaints .………………………………… 7
Smoke Detectors .…………………………………………………... 7-8
Lock Out Service …………………………………………………… 8
Vehicles ……………….……………………………………………… 9
Bicycles, Motorcycles .…………………………………………….. 9-10
Window Coverings ….……………………………………………… 10
Hardwood Floor Care ..……………………………………………. 10
Mail ……………………………………………………………………. 10
Utilities .………………………………………………………………. 10-11
Satellite Dishes .…………………………………………………….. 11
Trash Disposal ……………………………………………………… 11-12
Common Area Usage ……………………………………………… 12
Extermination .………………………………………………………. 12
Grills .…………………………………………………………………. 12
Appliance and Plumbing .…………………………………………. 12-14
Safety and Services .……………………………………………….. 15
Pets …………………………………………………………………… 15
Window Safety ……………………………………………………… 15-16
Snow …………………….……………………………………………. 16
MadHouse ……………………………………………………………. 16-18
Alterations……………….……………………………………………. 18
Asbestos ..……………….………………………………………….… 18
Water Beds ………………………………………………………….... 18-19
Lease Renewals ……………………………………………………... 19
Lease Takeovers, Sublets and Substitutions ………………….. 19
Condition Reports …………………………………………………... 19
Vacating ………………………………………………………………. 20
Security Deposit …………………………………………………….. 20-21
Restoration Fee Cleaning Guidelines….…...……………………. 21-22
Property Specific Information...................................................... 23+
2OFFICE AND MAINTENANCE
PHONE NUMBERS & OFFICE HOURS
Management Services Corporation
Phone: 434-977-8203
Fax: 434-296-7763
E-Mail: msc@msc-rents.com
www.livewithmsc.com
EHO
Physical Address: Mailing Address:
780 Madison Avenue P.O. Box 5186
Charlottesville, VA 22903 Charlottesville, VA 22905
Management Office Hours are subject to change during peak and slow business
seasons – please call ahead of time.
Our current hours of operation are:
Monday – Friday 8:30 a.m. to 5:30 p.m.
Saturday 10:00 a.m. to 4:00 p.m.
Sunday 11:00 a.m. to 2:00 p.m. (June, July, August)
Our office does close to observe specific holidays during the year such as, Memorial
Day, July 4th, Labor Day, Thanksgiving (and the day after), Christmas and New Year’s
Day. Please contact our office in advance of any major holiday to assure the office will
be open. Emergency Maintenance service is always available.
Management Phone Numbers
Property Manager 434-977-2702
Marketing/Leasing 434-977-8203
MSC Maintenance 434-971-6811
Gas Emergency 434-980-9800
3RENT
During office hours, you may pay rent at our office in the MadHouse located at 780
Madison Avenue. Unfortunately, MSC is not able to accept cash payments at this
location. After office hours please use the night drop boxes. One is located next to the
front doors of our office and another is in the MadHouse parking lot near the entrance.
If mailing rent, please remit to: MSC Accounting
P.O. Box 5186
Charlottesville, VA 22905
For your convenience you may also pay online. Visit our website at livewithmsc.com for
more details.
If you are looking for another way to make your rent payment automatically every month
we suggest you contact your banking institution to make those arrangements. Most
banks now offer free online bill paying and you can set up an automatic payment to
MSC for your rent. Be sure a memo or note is set up to include your apartment address
or account number. Please keep in mind that your bank will be mailing us a physical
check and payment is considered paid when received by our office. You will need to
make your request for automatic payments prior to the first of the month to ensure it is
received on time.
Rent is considered to be paid when received by the office, regardless of the
postmark date. Rent is due on the 1st day of each month for that month (i.e.
January rent is due on January 1.) A late fee is automatically charged on the 6th of the
month on any balance over $100. Please allow extra time for holiday and weekend mail
delivery. Please note that any balance (for example late fees, lock out fees,
maintenance service fees, etc.) past due is considered rent and will be subject to late
fees after the 6th of the month.
In accordance with the terms of the Lease Agreement, we suggest that payment be
made with only one check. Only persons listed on the Lease can make rent
payments. If paying by check, be sure to write your apartment address on the
check. Please remember that parents and/or guardians are not allowed to make
payment unless prior arrangements are made with your Property Manager.
ANY PAYMENT RETURNED FOR NON-PAYMENT WILL NOT BE RE-DEPOSITED. If
a payment is declined, a processing fee and late fee will be applied to your
account in accordance with the Lease. Your account will be considered
delinquent until all rent and fees have been collected. You must submit cash,
money order, or cashier’s check for payment for any declined payment. If two (2)
payments are declined due to insufficient funds or banking problems you will be
required to pay, from that point forward, by money order, cashier’s check or cash.
4Before dropping off or mailing your check, please make certain that the amount is
written correctly, the check has been signed and your address is clearly written. These
delays in payment will add late fees to your account as stated in your Lease. If your
Lease begins in the last five (5) days of the month, we kindly ask that you pay your pro-
rata share along with your first full month’s rent at move in.
We will make every effort to hold post-dated checks if they are made obvious (i.e. attach
a sticky note to it, include note stating payment is post-dated, etc.) We cannot
guarantee that a post-dated check will be held and assume no responsibility to credit
any fees you may incur if a payment is not held.
5EMERGENCY MAINTENANCE SERVICE: 434-971-6811
We provide emergency maintenance service for our Residents according to the criteria
below. Please call 434-971-6811 to report the problem. You will be asked to choose
from three (3) options on our voice mail system.
Please listen to the entire voice mail menu before making your selection from the
following:
OPTION 1 (voice mail choice 1)
Emergencies: We will provide an immediate response, 24 hours a day. In the event one
of the following emergencies occur, MSC's after-hours technician should be contacted
right away. Emergencies include, but are not limited to:
• Total loss of electrical power (Call Dominion VA Power first)
• Loss of heat
• Burst plumbing or flowing water
• Sewer back up
• Heavy rainwater leak
• Security problems (broken lock, broken glass, broken doors, burned-out exterior
lights)
• Smell of gas (after calling MSC Facilities, call gas company at 434-980-9800)
• Anything with the potential to cause damage or harm
• Clogged commode if only one commode is in the apartment. (Resident please
attempt to plunge before calling).
OPTION 2 (voice mail choice 2)
Semi-emergencies: Our technician will respond within 24 hours between Friday 5 p.m.
and Sunday 5 p.m. (If a call comes in on a Sunday - Thursday night, MSC Maintenance
will respond to the request during normal hours on weekdays.) In case of the following,
MSC Maintenance should be contacted as soon as possible:
• Loss of hot water
• Inoperable refrigerator
• Inoperable range or pilot light
• Clogged commode (2 or more commodes; Residents please plunge first)
• Stopped-up sink
• Stopped-up tub
• Loss of A/C (emergency response will be at the discretion of management)
OPTION 3 (voice mail choice 3)
Non-emergencies will be repaired by MSC Maintenance during normal weekday
business hours. Non-emergencies include, but are not limited to the following:
• Inoperable dishwasher
• Inoperable garbage disposal
• Inoperable washer/dryer
6LEGAL LIABILITY INSURANCE
Most properties require that Residents obtain $50,000 in legal liability insurance to
protect the property from accidents and damage. If the property you are moving into
requires this coverage you will sign an addendum regarding this requirement which will
provide you with the details of coverage. You will need to provide us with proof of
coverage one month prior to your new or renewal lease start date, otherwise you will be
enrolled in an insurance program through MSC. You may provide proof of coverage at
any time after this date to opt out of our program effective the following month.
RENTERS INSURANCE
Did you know that your Landlord is not responsible for your personal belongings should
a leak, fire or other damage occurs in your home? It’s true and accidents happen! If
equipment failure or an accident occurs and your personal property is damaged in any
way, MSC is not responsible for replacing it or compensating you in any way. Renters
Insurance is inexpensive!! We strongly urge you to obtain Renters Insurance.
CONDUCT AND NOISE COMPLAINTS
Living in a community requires consideration of others, especially where noise is
concerned. Residents and their guests are expected to extend common courtesy to
their neighbors.
Most noise complaints result from boisterous behavior, loud stereo systems and pets. If
you encounter noise problems, we suggest that you first talk to your neighbors about
the problem. Often Residents do not realize how clearly sound travels.
There is a noise ordinance in the City of Charlottesville and in some of the surrounding
counties. We will provide a copy of the Charlottesville ordinance upon request. Please
contact the local police if you are experiencing a serious problem after our regular office
hours. Also notify your Property Manager the following business day with the apartment
number of the offending Resident and the details surrounding the complaint. Please be
advised that repeated noise complaints may result in warnings and possible eviction,
should the problem continue.
You are responsible for the actions and damages of your guests and any uninvited
guests who may enter our property as a result of your party or gathering, whether you
are aware of their actions or not. All costs incurred by the Landlord as a result of a
party or gathering will be your responsibility, so plan your parties well and avoid
large crowds which may get out of control.
SMOKE DETECTORS
You are responsible for maintaining your smoke detector during your occupancy of the
premises. Smoke detector alarms are installed to give you early warning of dangerous
7smoke. Upon move-in, you are provided with a certification stating that your alarm has
been tested and is in good working order. Most of our properties’ smoke detectors are
equipped with a lithium 9-volt battery. Due to its long life, these batteries are more
expensive than other 9-volt batteries. If the battery should fail during your occupancy,
please immediately notify our Maintenance department.
Please be advised that if this battery is removed from your smoke alarm at any time
during your residency, or if the battery is missing at the time of your move-out
inspection, you will be billed for the replacement of the battery, which is approximately
$25.00. Please test your smoke detector periodically. This is for your own safety and
that of your neighbors in the event of a fire.
Do not disconnect your smoke detector. You could be held liable for unhooking it during
your residency. Please help us utilize this safety feature to its maximum potential by
keeping it in good working order at all times. If you have a battery operated detector, an
intermittent beeping means that the battery is running low and you should contact the
Maintenance department for replacement of the battery.
LOCK OUT SERVICE
During regular business hours, a key may be borrowed from our office in the
MadHouse located at 780 Madison Avenue. This key may be used free of charge, but
must be returned by 5 p.m. on the day the key was borrowed. Failure to return this key
can result in a charge and possible lock replacement costs.
After business hours, it is necessary to call Maintenance at 434-971-6811. You must
provide a name, phone number and address when calling to request after-hours lockout
service. A lockout service fee is incurred when the request is made for lockout service.
This service is provided to Residents as a convenience only. We want to assist you but
we cannot guarantee that we will be able to give you access at all times. Attempting to
gain entry through windows or by other means is prohibited. Damage occurring as
a result of attempting to gain entry by windows or any other means will be billed to the
Resident.
Only Residents on the Lease may request lock out service. Positive identification
will be required when MSC provides the key.
For your safety it is important that you secure all locks to your apartment at all times.
You should carry all keys with you at all times. MSC staff members are required to
secure all locks when leaving your apartment. Please note that locks are not
changed when there are name additions/deletions or renewals, subleases, etc. to the
Lease Agreement. We are happy to provide this service upon the request of the
Resident and at the Resident’s expense.
8VEHICLES
Most of our properties require a sticker to be displayed authorizing the vehicle to be
parked in that property’s parking lot.
Please drive carefully on the property. Park in marked spaces only, never in fire or
traffic lanes. In order to obtain a parking sticker, you must provide a valid registration
and valid driver’s license. Have your parking sticker, if your property requires one,
displayed clearly on your rear windshield at all times. If the sticker will not be visible
through the rear window, it may be placed on the front windshield behind your rearview
mirror. Handwritten passes are not acceptable, and your vehicle may be towed if you
have a handwritten pass. If your sticker is damaged or vehicle changed, bring your old
sticker to our office in the MadHouse located at 780 Madison Avenue for a substitute
sticker. You must return your damaged sticker or pay a sticker replacement fee of
$30.00.
In order to protect all Residents, towing is unfortunately necessary to keep fire and
traffic lanes clear. Any vehicle parked illegally, even with a sticker, can be towed at
any time, without notice, at your expense. Towing will also occur if you are illegally
parked at another MSC property. Your sticker authorizes use of your individual parking
lot only. Do not park on lawns or sidewalks.
If towed, your vehicle may be recovered at:
Collier’s Towing Service
202 5th Street, SW.
Charlottesville, VA 22903
434-295-4941
Recovering your vehicle promptly will help keep your cost at a minimum.
Any vehicle that is in an unsightly state of disrepair, has flat tires, is jacked up on
supports, is inoperable, or lacks proper state licensing or inspection may not remain on
the property for more than 24 hours. Any vehicles violating this rule are subject to
towing at the owner's expense without warning. We ask that you do not wash or repair
vehicles in the parking area.
Refer to parking policies specific to your property at the back of this manual.
BICYCLES, MOTORCYCLES
Bicycles must be stored inside your apartment or at designated bike racks. At no time
can they be stored on the apartment landings, under any stairs or attached to any railing
of any part of the building. If a bicycle is found attached to a railing or part of the
building, it will be immediately removed, without notice. Bicycles of unsightly repair may
9be removed by management without prior notice to the owner. Management Services is
not responsible for any damage or theft of any bicycle(s).
The City and State Fire Codes prohibit the placing of bicycles, motorcycles, and trash at
entrances or on/under steps or landings of buildings. Mopeds and motorcycles can
never be put inside apartments. They must be kept in the parking lot. Motorcycles
should obtain a parking sticker and should be parked in the same space as your vehicle
(if you have one). This is extremely important on properties with limited parking.
WINDOW COVERINGS
All windows and glass doors must be covered with white or off-white lined draperies or
blinds. Please check the cover page of your Lease to see what blinds, if any, your
property supplies.
HARDWOOD FLOOR CARE
Residents of homes townhomes with hardwood floors are responsible for the care and
upkeep of the hardwood floors. The floors should be kept clean of all dirt and debris. For
daily cleaning, the floors can be swept and damp mopped. When cleaning the floors,
use warm water and a mild detergent. DO NOT put any type of wax product on these
floors. It is required by management that Residents cover at least 75% of their
wood flooring with area rugs IN ALL apartments and townhomes. This will help to
reduce noise transference and to protect the hardwood floors from wear and tear. It is
also recommended that you use casters on all furniture to prevent scratching of the
flooring. When vacating the apartment, please sweep and damp mop the hardwood
floors, DO NOT wax and buff.
MAIL
Please refer to the Property Specific Policies at the back of this manual for mailbox
locations.
The MSC office located in the Madhouse at 780 Madison Avenue will not accept
packages or other mail for our Residents. Please make sure to hold your mail if you will
be gone for an extended period. Also, when vacating your apartment, be sure to
provide the Post Office with your forwarding address so that your mail will go to the
correct location. MSC will not forward any mail to residents after they have vacated.
UTILITIES
Electricity must be connected in your name from the day the Lease begins and
must remain connected throughout the entire Lease period. Any electrical service,
which is not covered under your service account during the Lease term may be billed to
you by MSC to recover our costs for electric service to your apartment, including
10connection fees. Unfortunately, if MSC pays an electric bill for service in your
apartment due to the service not being connected in the Resident’s name, you
will be billed an additional $50 for each bill received.
The property owner does not maintain telephone and cable lines inside the
building and apartment. MSC will assure a working land-line phone jack and cable
jack is functional within a common area only. Phone line Maintenance insurance, which
should cover any or most repairs is available through the phone company, and is highly
recommended by the management. Problems with phone or cable lines should be
reported to your phone or cable provider. Alterations or additions such as phone jacks
may be installed only with your Property Manager’s approval and at your expense.
All phone and cable wires must be secured along the baseboard or doorjambs
and cannot cross thresholds, traffic areas, hallways or any common area in the
apartment. Please contact your Property Manager should you have any questions
about this matter.
Please refer to the property specific policies at the end of this handbook for more detail
on the utilities at your community.
SATELLITE DISHES
Under certain restrictions, the installation of an individual satellite dish within a
Residents leasehold is permitted. Before installation you must contact your Property
Manager to review the restrictions and sign the appropriate addendum to your Lease
Agreement.
TRASH DISPOSAL
Some properties offer dumpsters or other containers for trash service. This service is
provided for disposal of household trash only. The majority of our communities
have trash delivered to the van der Linde Recycling Center, where it is sorted to
recycle as much material as possible. Do not dispose of furniture, boxes, moving
debris, cardboard, clothing, etc. in these containers. Please do not sit trash outside of
the dumpster on the ground, as animals will tear the bags and spread the trash. The
City and State Fire Codes prohibit the placing of trash at entrances or on steps or
landings of buildings. The cost associated with the removal of any trash from your
apartment entrance will be billed to the Resident. This includes cigarette butts and
any other debris thrown from porches. All items other than household trash should be
disposed of at the Rivanna Solid Waste Authority, or other facilities at the expense and
responsibility of the Resident. You might also consider donating items to the Salvation
Army or other such charity organizations, or selling items to a second-hand or used
furniture business.
11Contact numbers include:
Rivanna Solid Waste Authority: 434-977-2976
Salvation Army: 434-295-4058
Charlottesville Refuse/Recycling Collection: 434-970-3830
Please refer to policies specific to your property at the back of this manual for trash
collection information where you live.
COMMON AREA USAGE
The area surrounding your apartment including lawns, sidewalks, and any other free
space inside the community are to be enjoyed with consideration of your neighbors.
Personal items left in the common areas will be removed and disposed of without
notice, at the expense of the Resident. These areas must be kept free of litter such as
cigarettes, trash, bottles, etc. Please refer to policies particular to your property at the
back of this manual.
EXTERMINATION
MSC provides extermination services at many of our communities at no charge to our
residents. At some communities however, exterminating services are at the expense of
the residents. If you would like to have your apartment exterminated at any time during
the year, please call our Maintenance Department at 434-971-6811. We can tell you at
that time if your community is covered or if the charges will be passed along to you.
Should you ever experience bites from fleas, bed bugs or any other insect, you must
notify your Property Manager immediately. Left untreated, these types of insects can
spread rapidly and therefore need immediate attention. You may be found accountable
for all costs associated with treatment if proper notice is not given to your Property
Manager. Your home will be considered bed bug free if you do not report a problem
immediately after your lease begins.
GRILLS
Use of personal grills varies depending on the property. Please refer to the property
specific policies at the back of this manual.
APPLIANCES AND PLUMBING
No washer, dryer, portable dishwasher, locks, or other equipment may be installed in
any unit without written permission of the Landlord.
You are responsible for any misuse or abuse of the appliances and equipment in the
apartment.
12Please keep all appliances and fixtures clean and in good order. Grease and food spills
should be cleaned from the oven, stovetop, and apron underneath on a regular basis.
Please report any malfunctions in any appliance. If you have questions regarding the
operation of your appliances please call our Maintenance Department at 434-971-6811.
Air Conditioning: If applicable, set the thermostat to “COOL” and “AUTOMATIC” at the
desired temperature. Run your air conditioner for an adequate amount of time before
reporting unit inefficiency. For increased efficiency and lower utility bills, set the
thermostat no lower than 10 degrees below outside temperature.
Shower Stalls/Tubs: Do not clean with any abrasive cleaners that will scratch the
surface of your tub surround walls. We recommend Liquid Mr. Clean or Liquid Spic-n-
Span. Never use Bleach. Always close your shower curtain fully during use to prevent
leakage and use a heavy bath mat on the floor. You will be responsible if water flows
into the floor level below your bathroom. Mold and mildew can be kept to a minimum if
you regularly clean and keep your bathroom ventilated. If you discover that the caulk or
grout around your shower/tub is deteriorating, please contact Maintenance.
Toilets and Drains: Please use a plunger to try to clear a clogged toilet. If this attempt
is not successful, call for assistance. Do not flush paper towels, cotton swabs,
tampons, condoms, diapers, or any foreign objects down drains. There may be a
charge for removal of any foreign objects as well as any resulting damages. A plunger
has been provided with each apartment for you to use to attempt to clear a toilet clog
prior to contacting the Maintenance department. In the event that you report a clogged
toilet and the Maintenance department is able to clear the clog by simply plunging the
toilet, you will be billed the cost. If your apartment does not have a plunger, please
contact Maintenance.
Emergency Shut-offs and Switches: These are located under toilets and in the
furnace closet. Locate the handle under each toilet so that you can turn it off if there is
ever a leak. In the furnace closet, a switch turns the heating off fully if you think that
there is a serious problem with the unit. Always report any appliance or plumbing
problems to Maintenance.
Washers and Dryers (where applicable): If your apartment is equipped with a
washing machine and dryer provided by the Landlord, the Landlord agrees to maintain
the machines. It is the responsibility of the Resident to clean and maintain the drain and
lint screens on their washer/dryer units. The Resident will be responsible for service,
repairs, and any subsequent damage caused by Resident abuse or neglect. Resident(s)
will also be responsible for any damage caused by overflow due to improperly loading
or overloading the washing machine. If your apartment home has a front loading
washer, you must use only low sudsing detergent such as Tide HE or Wisk HE in
powder or liquid form. Repairs should be reported to our Maintenance Department.
Dryer Vents (where applicable): At any time that you find your dryer vent detached
please call the Maintenance Department.
13Ice Makers (where applicable): The lever on the icemaker determines if it makes ice
or not. If the lever is pulled all the way up, it will not make ice. Please keep plastic bags
away from the icemaker.
Microwaves (where applicable): Please follow the directions provided with your
microwave. Please do not use steel wool to clean microwave doors.
Dishwashers (where applicable): Please follow the directions provided with your
dishwasher. Use only dishwasher detergent in the machine, never hand soap or dish
soap, as this will cause your dishwasher to not operate properly, and may result in a
flood. Do not put anything in the Jet Dry dispenser that is not a Jet Dry product, as this
will cause your dishwasher to operate improperly.
Garbage Disposals (where applicable): Garbage disposals are for food waste
disposal only. Service required as a result of foreign objects in the disposal will be
billed to the resident. Heavy or fibrous food waste, such as cornhusks or cobs, seeds,
onionskins, rice, and bones, should not be placed in the disposal. For proper operation,
turn on cold water, let it flow a few seconds prior to turning on disposal, and feed waste
slowly into disposal. Let water continue to flow for several seconds after the disposal
has completely cleared. In the event your disposal shuts off while in operation, turn the
switch to “off” and attempt to reset the disposal by depressing the “reset” button that is
typically located on the side or underside of the disposal unit. If resetting does not solve
the problem, call the Maintenance Department for repair. NEVER put your hands or
fingers inside the disposal!
Furnace Closet/Hot Water Heater Closet: Do not place any items in this closet. This
space is designed to hold only your hot water heater and gas furnace. The potential for
a fire hazard is great if items are stored in this area. You may be billed for the removal
of items from this area.
Energy Savers: Keeping your blinds/draperies closed will help insulate your windows.
Conserve water by promptly reporting running toilets, leaking faucets, faulty
showerheads, etc. to the Maintenance Department at 434-971-6811. When the shower
is in use, no water should come out of the tub spout at the same time. Contact the
Maintenance Department if you notice this happening.
Electricity outages: If you experience a loss of power, check your breakers (if they are
located in your apartment) before calling Dominion Virginia Power or our Maintenance
Department.
Heat: During cold winter months you must maintain your heat at no less than 60
degrees to prevent pipes from freezing and bursting.
14SAFETY AND SERVICES
The entire apartment should be kept free of trash and debris, including all hallways,
patios, furnace closets, balconies, entry landings, and stairways.
No dangerous or flammable fluids are to be kept inside the apartment at any time.
Where applicable, stored items should be placed at least 3 feet from furnaces and hot
water heaters.
The balconies and porches are to be kept neat and orderly at all times. Conventional
patio furniture, bicycles, and plants are allowed on the balcony. Inappropriate furniture,
kegs, trash, laundry, towels, blankets, clothes, etc. may not be stored on the balcony.
In addition, nothing is to be thrown from your balcony at any time. If clean-up is
necessary below your balcony, you will be billed for the time and disposal fees.
Railings, balconies, and porches must never be climbed over or loosened by anyone.
Such action could result in serious injury or death.
Broken windows and doors will be replaced immediately by MSC, at the Residents
expense. If screens are torn or pulled from the building, Residents are charged for the
cost of repair or replacement. Do not try to enter the apartment through the screened
windows and balcony doors. Damaged screens look like easy access to your
apartment to people driving or walking by. Please report them promptly to Maintenance
at 434-971-6811.
Replacing interior and exterior apartment light bulbs is the responsibility of the Resident.
Should you notice any common area lights that need replacing, please call the
Maintenance Department at 434-971-6811.
PETS
Please see the property specific policies at the back of this manual pertaining to pet
policies. Please note that any unregistered pet found on the premises will result
in a fine of up to $100.00 per pet applied to your rental account.
WINDOW SAFETY
In June 2000, the U.S. Consumer Product Safety Commission released safety
guidelines to help prevent falls from windows. Management Services Corporation
supports window safety and has taken the following precautions to assist Residents in
preventing window falls.
Window screens are not designed or intended to protect from falls. Therefore, window
stops will be installed on all windows upon the Residents request, which will allow
Residents to restrict the window opening. It is reported that persons 10 years old and
15younger are most susceptible to accidental falls from windows. Please keep furniture
away from windows to discourage anyone from climbing near windows.
Window guards are also available for installation at the Residents request and
expense. Window guards screw into the sides of a window frame and have bars set 4”
or less apart.
It is the Resident’s responsibility to notify management of any window problems or if
window stops need to be replaced. Please contact the Maintenance Department at
434-971-6811 if you have any questions or concerns about thumb locks, window safety
or additional window protection.
SNOW
Residents are responsible for clearing snow away from their vehicles. As conditions
permit we will strive to clear parking lots and sidewalks of snow and ice; however,
please use caution whenever there is inclement weather.
MADHOUSE
The clubhouse has four main areas: Clubroom with kitchen and gaming room, exercise
room and business center. In order to access the clubhouse you will need to pay a fee
and sign for a limited access key fob. Key fobs will only be issued to current Residents,
so please bring an I.D. with you to obtain your key. All times listed below are subject to
change based on seasonal needs. Please be aware that all of these areas (including
the parking lot) are under video surveillance 24 hours a day to prevent damage and
destruction of property, unauthorized use and/or vandalism.
GENERAL POLICIES FOR ALL AREAS:
MadHouse is for MSC Residents only.
The entire building is a SMOKE FREE and ALCOHOL FREE facility. Smoking is
only permitted on the exterior of the building. Please extinguish all smoking
cigarettes and cigars prior to entering the building in the ash cans provided.
Anyone found smoking or consuming alcohol while inside the premises will lose
his/her privilege to use the facility.
Pets are not allowed in any part of the MadHouse.
Please note that you are responsible for your actions and the actions of your
guests whenever you are using the facility. Any damages caused by you or your
guests (whether known to you or not) will be billed back to your rental account.
From time to time the MadHouse may be rented for private functions during
which time it will be closed. Please stop by or contact the MSC office should you
wish to rent the clubroom and/or theater for private events.
Please be mindful of other people when using the TV or stereo equipment as to
not unreasonably disturb other guests.
Use of this facility is at your own risk.
16 Parking is available for those using the building. Unauthorized vehicles can be
towed from the parking lot at the owner’s expense.
CLUBROOM AND GAME ROOM:
Unless rented for a private function, the clubroom along with the game room is
open daily from 10:00 a.m. to 11:00 p.m. When our office is closed, there will be
a clubhouse attendant on-site to monitor the activities and assist you with the
equipment.
In order to use the gaming equipment you will need to bring an I.D. The game
balls will be available in the office or with the clubhouse attendant after hours.
Please return the game balls when you are finished. Note that if you fail to return
any equipment, you will be charged for the replacement cost.
FITNESS CENTER AND BUSINESS CENTER:
For your convenience the exercise room and business center will generally be open
each day from 6:00 a.m. to 11:00 p.m. We have a few policies set in place to help you
maximize your enjoyment of these facilities.
FITNESS CENTER:
All participants will need to sign a release form in order to use the fitness center.
Keys to the clubhouse limited access door will be provided once the fee is paid
and a form is signed.
Please refrain from using glass containers.
Limit your use on any one machine to 30 minutes.
Report any malfunctioning equipment to the office or clubhouse attendant.
We ask that you abide by any “out of service” signs and refrain from using the
equipment until it’s repaired.
When using the TV or stereo, be mindful of other guests in the facility.
Please bring a towel with you and wipe down the machines when you are
finished using them.
Place all debris in the proper trash receptacles.
BUSINESS CENTER:
Keys to the clubhouse limited access door will be provided once the fee is paid
and a form is signed.
Please do not bring food or drinks into the business center.
Paper will not be provided for the printer so please be sure to bring your own
copy or printer paper.
A fax machine is available for local faxes only.
Remove all debris from the area when you are finished.
17 Please be sure to bring a disk or thumb drive with you to work from and save to.
The hard drives should not be used to store your personal work.
Alterations to the computers, printers and fax are prohibited. This includes, but is
not limited to: adding/re-routing cords, power supply, software, hardware,
speakers, etc.
Please note, that we have installed filters on our computers to prevent the use or
viewing of pornographic or illicit websites. Any participant found searching or visiting
such websites will have his/her privileges revoked.
We are delighted to be able to offer such a unique and awesome place for our
Residents to gather. We hope that you will enjoy your time at the MADHOUSE!
ALTERATIONS
As a Resident, you are prohibited from making alterations, installations (including
installation of additional locks or chain latches), repairs or redecoration of any kind to
the premises without the prior written consent of the management. This includes
painting your apartment. MSC does not intend to unreasonably withhold consent, but
may require you to return the premises to its original condition when the Lease term is
completed. No signs, lights, satellite dishes, or antenna wires may be installed on the
exterior premises or in the windows.
ASBESTOS
The Federal Occupational Safety and Health Administration (OSHA) passed legislation
(59 FR 40964 1910.1001) requiring Property Owners/Managers to disclose that certain
building materials are presumed to contain asbestos. OSHA deems all thermal system
insulation, sprayed or troweled on surfacing materials, and floor coverings installed prior
to 1981 to be potential asbestos containing building materials.
This regulation was developed to heighten awareness among employees and
contractors working in buildings that may contain asbestos. Asbestos is only a hazard
when fibers become airborne through excessive abrasion, impacting, or demolition.
Though the regulation’s primary function is to protect and inform workers who may
potentially impact asbestos, a secondary purpose is to notify Residents about the
presumed presence of asbestos in building materials.
As a residential structure built prior to 1981, all thermal system insulation, sprayed or
troweled on surfacing materials, and floor coverings in your community and apartment
are presumed to contain asbestos. This information has been provided to you so that
you will not make alterations to the structure of your residence without the express
written consent of Management Services Corporation.
WATERBEDS
Because of the potential for extensive water damage and because of the enormous
weight of a waterbed, prior permission must be obtained from your Property Manager
18before a waterbed will be allowed on the premises. Proof of insurance is mandatory if
permission is granted. Please refer to the policies particular to your property at the rear
of this manual for additional information.
LEASE RENEWALS
We appreciate long-term Residents and encourage renewals. We will be contacting
you well in advance of your Lease end date to determine if you will be staying in your
apartment for an additional year. You will be asked to respond to us by a specified date
in order for us to reserve your apartment and remove it from our availability. It is
particularly important that we hear from you by the deadline provided, as demand for
apartments in the University area is very high. If you have further questions regarding
the renewal process, please contact our leasing staff.
LEASE-TAKEOVERS, SUBLETS AND SUBSTITUTIONS
Because of your personal liability and our obligation to act in accordance with The Fair
Housing Laws, no advertisement for Lease-takeovers or sublets and no agreement to
take over a Lease or sublet are to be done without the expressed written permission of
the Management.
Lease Takeovers: Residents cannot engage in re-rents or Lease-takeovers without
prior written permission from the Landlord. Please contact the Leasing Office for the
current policy details if you wish to pursue a Lease-takeover or re-rent.
Subleases: Subleases will be signed for anyone wishing to vacate the apartment for
three months or less. The subleasing fee will be $75.00. Once the Sublease terms are
determined, MSC will sign the necessary paperwork and complete the transaction to
ensure that the new Resident has proper access to all of our services.
Any Resident found to have subleased his/her apartment without notifying MSC of a
subtenant and completing the necessary paperwork will be charged a fee of $250.00.
Name Addition/Deletion: Name additions and deletions are allowed during the lease
term following policy and rental criteria. Fees may be incurred. Please discuss this
process with a Leasing Associate.
CONDITION REPORTS
Please carefully review your Condition Report, which will be given to you upon move-in.
This list itemizes permanent imperfections that will not be repaired or billed to you since
they existed prior to your taking the apartment. Any changes or additions to the
Condition Report must be completed and returned to our office in the MadHouse five (5)
days after the date your lease contract begins.
19VACATING
Upon termination of this Lease, all Residents shall completely vacate the premises,
including the removal of all personal property and furniture at or before 12:00 NOON.
Resident shall turn over to the Landlord the premises and all its fixtures and equipment
in good and substantial repair, reasonable wear and tear expected. Resident(s) may
request to be present at the time the Landlord inspects the premises to verify the
condition of the premises and its content. Residents shall prepare their apartment for
inspection according to the Cleaning Guidelines in this manual.
All keys, including knob lock, deadbolt, mailbox, laundry cards, and clubhouse key fobs,
as applicable, must be returned to the Management Services Corporation office. Each
Resident will be asked to sign a Key Return Form at the time keys are returned and will
also be asked to indicate whether or not the apartment has been fully vacated. Upon
notice from any Resident that the apartment is no longer occupied, Landlord will
assume the right of possession.
Each Resident, upon returning his or her keys, relinquishes all rights and privileges
granted under the Lease and returns possession to the Landlord for any and all
purposes. These rights include, but are not limited to, parking, use of the swimming
pool, use of the clubhouse and right of entry into the apartment. The Landlord may
assume that the condition of the apartment at the time keys are returned is the condition
in which the Resident intended to leave it. In the event that all keys have not been
returned by NOON of the termination date of your Lease Agreement, and the apartment
has been vacated, possession of the premises will return to the Landlord, and charges
for re-keying the apartment will become the Resident’s responsibility.
No right of storage is given to Residents after the Lease Agreement ends, and Landlord
has no duty to protect the Resident's possessions against loss. Residents will be
charged for all costs to remove or dispose of abandoned trash and/or property once the
Lease has ended. Any abandoned property will be handled in accordance with the
Virginia Residential Landlord and Tenant Act, Section 55-248 38.1. Please see your
Property Manager for more specific details of this procedure.
SECURITY DEPOSIT RETURNS
Please review carefully your condition report, which is given to you upon move-in. This
list may itemize permanent imperfections in the apartment that will not be repaired or
considered your responsibility at move-out.
The guidelines that are presented in this manual represent your responsibilities during
your Lease Agreement and at move-out. Deductions from your security deposit will
unfortunately result when you fail to meet these requirements.
20Management reserves the right to assess the quality of the work you have done,
or contracted professionally, at move-out; and deductions may occur as a result
of poor cleaning or other work performed by the Resident for move-out.
Pursuant to the Virginia Resident Landlord and Tenant Act, the return of the security
deposit will be issued by one check payable to all Residents if a forwarding address is
provided. Therefore, it is the responsibility of the Residents to provide us with a
forwarding address of the person that will distribute the funds appropriately between
roommates.
Deductions will be made for damages existing at the time of move-out. These damages
include, but are not limited to:
1. Holes in walls or wallpaper damage in excess of normal wear and tear, including, but
not limited to, damage resulting from adhesives, nail holes, masking tape, hooks,
etc.
2. Painting walls back to the original color.
3. Missing or damaged screens or blinds.
4. Damage to doors and windows.
5. Carpet stains, rips, and tears.
6. Damage to hardwood floors.
7. Additional/Excessive cleaning.
RESTORATION FEE CLEANING GUIDELINES
Within 24 hours of moving into the apartment, MSC recommends that you inspect your
apartment to assure Cleaning Guidelines have been met.
It is the Resident’s responsibility to leave the apartment “broom clean”. That means all
surfaces are wiped and swept clean. The non-refundable fee pays for the following:
Steam clean carpets (not to include spot removal or excessive damage)
Wax & buff hardwood floors (where applicable)
Touch up painting
Clean appliances (not to include scrubbing, scraping of food or spills)
Clean kitchen cabinets & countertops
Light cleaning of vinyl flooring in hallway, kitchen and bathroom
Clean bathroom fixtures and countertops
Two light bulb replacements
Clean mini-blinds and windows
Sweep clean balcony
Clean washer/dryer (where applicable)
Clean shelving in closets, cabinets, etc.
21The nonrefundable Restoration Fee will not cover the cost incurred by the
Landlord for excessive cleaning of the apartment and or the carpets and floors,
repairing pet damage, repairing wall damage, painting walls back to the original
color, removing trash, debris or personal items, repairing and/or replacing
fixtures including but not limited to, mini-blinds, screens, windows, doors,
faucets, sinks, lights, cabinets, tile, countertops, and railings. Any excessive
cleaning and/or damage will be deducted from the remaining deposit on hand or
billed in excess.
Finally, we understand that no one wants to be charged for repairs. If you have any
questions regarding possible charges, please contact your Property Manager.
We hope that the information provided in this Resident Handbook will help to make your
residency with us more enjoyable. If you should ever need assistance, please feel free
to contact your Property Manager or Marketing Associates.
Enjoy your apartment!
22POLICIES PARTICULAR TO
WOODROW APARTMENTS
BICYCLES
Bicycles may be stored on the bike rack provided by management, which is located
beside the parking area in front of the 112 building and behind the 114 building, or
inside your apartment. At no time can bicycles be stored on the apartment landings or
attached to a railing on any part of any building. Any bike found attached to a railing or
part of a building will be immediately removed, without notice. Removal and storage
costs will be billed to the appropriate apartment.
BREAKERS
If you experience a loss of power, you may want to check your circuit breakers before
calling Virginia Power. See below for the location of circuit breakers in each building:
100 Building - Circuit breakers are located in the kitchen.
106, 110, and 112 Buildings - Circuit breakers are located in the kitchen.
108 Building - Circuit breakers are located at the rear of the building on the
outside wall.
114 Building - Apartments #1 - #8, circuit breakers are located at the bottom of
the basement steps on the left wall. Apartments #9 - #12, circuit breakers are
located in the storage room off of the kitchen. This building also has a main
circuit breaker located in the locked storage rooms on the ground level.
You will need to call the Maintenance Department at 434-971-6811 or Dominion Virginia
Power at 1-888-667-3000 if the above does not solve the problem.
FIREPLACES
Using a fireplace can be a great addition to heating your apartment during the winter
months. When using your fireplace, please adhere to the following guidelines:
1. Wood stored inside your apartment must be in a container to avoid stains on the
flooring.
2. Wood may be stored on decks or porches (where applicable) as long as it is not
stacked against the building, and it is underlain by a tarp.
3. No trucks are allowed on any lawn to unload firewood.
4. Soft wood, pine, or flammable liquids are not to be used in the fireplaces or
woodstoves (where applicable).
5. Grates and screens must always be used. Please contact your property
manager if your apartment does not have this equipment.
236. Always open the damper fully before lighting a fire. If not open, the smoke can
be dangerous.
7. Place logs on the grate in the fireplace.
8. When the fire is ready to light, place the fire screen over the entire fireplace
opening. Never light a fire without the fire screen.
9. Only after the fireplace and fire are cold should you close the damper. If closed
sooner, the smoke can be dangerous.
10. Ashes should be disposed of only after they are cold. Allow a minimum of 48
hours for ashes to cool. Transport the ashes in a metal container and place them
in the dumpster/trash receptacle once cool. Do not deposit ashes on the ground
outside your apartment.
11. When the fireplace is not in use, please close the damper to avoid loss of heat or
air conditioning through the chimney. If you are unable to locate or close the
damper or are unsure of its operation, please contact our Maintenance
Department at 434-971-6811.
*Not all apartments at Woodrow have fireplaces; please see your Property Manager or
a Marketing Associate for a listing of apartments with fireplaces.
GRILLS
The use of grills or any object containing combustible fuel, such as torches, insect
repelling lights, etc. are not permitted. These items can be removed without notice at
the resident’s expense. Community charcoal grills are located on the lawn near the 108
and 110/112 Stadium buildings. Please be careful lighting the charcoal and drench
charcoal with water before leaving unattended.
LAUNDRY
The laundry rooms for Woodrow Apartments are located in the basement of the 100
Stadium and the 110 Stadium buildings. The access code for the laundry rooms will be
provided at move in. The machines are operated by coins or by credit card.
Please be courteous when using these facilities and remove your clothes from all
machines as soon as the cycle is complete. Please remove all lint from dryers before
and after each use. Please dispose of all lint and trash in the can provided. In order to
prevent the possibility of theft, it is recommended that you DO NOT leave your clothes
unattended. MSC assumes no responsibility for lost or stolen items.
If you notice that a machine is not operating properly, please call the toll free number
posted on the machines and in the laundry rooms to report the problem.
Please contact your Property Manager for the access code.
24LIMITED ENTRY ACCESS SYSTEM
(106 Building Only)
The 106 Stadium building has a limited access system, which requires a code to allow
entry into the building. Only 106 Stadium Road Residents should have this code, which
is provided to them by management at their move-in. Access may also be granted by
entering the apartment number into the keypad of the limited access system. This dials
directly into the Resident’s apartment and notifies the Resident that a guest is seeking
entry. New Residents must notify the Property Manager of their local landline telephone
number at move-in so this information can be programmed into the system.
MAILBOXES
Mailboxes are located throughout the property in close proximity to each building.
Please see the list below:
• 100 building – pedestal mailboxes are located near the main entry sign for the
property. The right sets of mailboxes are numbered 1-8, according to apartment
number.
• 102 building – individual mailboxes located at the apartment door.
• 106 building – apartments 1 and 2 have individual mailboxes located at the
apartment door. Apartments 3-12 have cluster mailboxes located inside the main
entry door. The cluster mailboxes are marked according to apartment numbers.
• 108 building – individual mailboxes located at the apartment door.
• 110/112 buildings- cluster mailboxes are located inside the main entry doors, and
are marked according to apartment numbers.
• 114 building – pedestal mailboxes are located near the main entry sign for the
property. The left sets of mailboxes are for the 114 building. The first box is for
outgoing mail and therefore the mailboxes are one number off from the
apartment number. Example: Apartment #1 uses box #2.
PARKING
Parking at Woodrow Apartments will be available for a fee for all residents wishing to
reserve a parking space at the community. Due to the limited number of spaces at
Woodrow Apartments, there will be a total number of 83 spaces available to lease.
Management Services Corporation will begin leasing all parking spaces in mid-June
every year. Any Resident interested in reserving a parking space must visit our website
in order to complete a parking addendum. All parking spaces will be reserved on a first-
come-first-serve basis based on the date and time of completion of all necessary
paperwork on the website. You will be emailed written instructions in mid-June. Please
remember that you will need to bring a valid picture ID with you in order to reserve a
parking space.
Residents of Woodrow House (102 Stadium Road, Apartments A and B) will be allowed
3 parking spaces per unit in the driveway designated for Woodrow House. There is a
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